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4
OFFICE PRODUCTIVITY TOOLS
Part I
4.1 INTRODUCTION
Office Productivity tools are software programs designed to make
computer users more productive and efficient at their workplace.
Offi ce productivity tools range from word processing to
spreadsheet, presentation and database etc. In this lesson we
shall consider two productivity tools for doing word processing
and spreadsheet related work.
4.2 OBJECTIVES
After going through this lesson you would be able to:
explain basic menu details of Word processing
create, save, and modify Word files
protect a Word document quickly and efficiently
enter and edit data in a worksheet
format data and worksheets
perform various types of calculations in worksheet using
formulas and functions
Office Productivity Tools Part-I :: 71
Fig.4.1
View Tab
Rulers
Horizontal Scale
Vertical Scale
Office button
It is one of the important part of the screen used in file
management containing menus like New, Open, Print etc.
Title bar
Title bar is the topmost part of the screen which contains quick
access tool bar on the left, title of the document in the centre and
the sizing buttons on the extreme right of it.
Ribbon
The Ribbon is designed to help you quickly find the commands
that you need to complete a task.
Rulers
The rulers display horizontal and vertical scales that reflect the
width and height of your typing area. The horizontal scale is
Office Productivity Tools Part-I :: 73
Typing Area
The open area below the ribbon is writing or typing area. There
are certain objects that are a permanent part of the typing area.
These are: (a) Insertion Point, (b) Mouse Pointer
(a) Insertion Point: The black vertical blinking line is the
cursor and place where it is blinking is insertion point that
is initially at the top left side of the typing area i.e., at the
begining of the document. It indicates the place where your
typing is inserted into the document. As you type, the
blinking line continuously moves along towards right.
(b) Mouse Pointer: When you move the mouse around in the
typing area, the mouse pointer is in the shape of a thin I-
beam. As you move the mouse near the menu bar and
toolbars, the mouse pointer becomes a pointing arrow. .
Scrollbars
The typing area is bordered on the right side by the vertical scroll
bar with a scroll button and arrows. The single down arrow scrolls
through the document line by line. The double down arrow allows
you to move to the top of the next page. The double up arrow
allows you to move to the top of the previous page. The double
down arrow allows you to move to the top of the next page. You
can also drag the vertical scroll button up and down the scroll bar
to move up and down through the document.
Status bar:
Or
Fig.4.3
To enter text, just start typing in the text area. As you type, the
text will appear where the blinking cursor is located and will move
from left to right. Unlike with a typewriter, you need not press
ENTER key at the end of each line, the text automatically shift to
next line.
Or
Press CTRL+O keys on the keyboard.
Office Productivity Tools Part-I :: 75
Each of the above method will show the Open dialog box.
Choose the file and click the Open button.
To Save a New/Existing Document
To save a new/existing document that is opened, follow one of
the following methods:
Click the Save button on the pull down menu.
Or
Press CTRL+S keys on the keyboard.
If the document is already named and saved earlier, it will simply save
the document. On the other hand, if the file is a new document then
it will prompt you by opening Save As dialog box. Select the folder
where you want to place your document in Save In: box, type the
name of the document in File Name: box, and then click OK. You
can also save a new document by choosing CTRLS on the keyboard
and then selecting the above actions in Save As dialog box.
To Close a Document
Close the current document by selecting Office ButtonClose
command on the menu bar or click the Close icon if it is visible
on the Standard toolbar.
Deleting Text
Use the BACKSPACE and DELETE keys on the keyboard to
delete text. Backspace will delete the text to the left of the cursor
and Delete will erase the text to the right
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Replacing Text
Word can combine the steps of deleting unwanted t ext,
positioning the insertion point, and inserting replacement text.
To replace text, follow the steps given below:
Font Formatting
Using the Formatting toolbar is the easiest way to change many
attributes of text. If the toolbar as shown below is not displayed
on the screen, select Home Tab. Under Home Tab you can select
desired Formatting commands under Font, Paragraph subtask
as per the diagram given below.
Fig.4.4
Font Face - Font is the basic typeface in which your words
are displayed. Font comes in families such as Times New
Roman or Ariel. Each font family has a specific way of
formatting individual letters.
Font Size - It determines how large each letter will appear.
The font size is measured in points (1/72 of an inch). Click
on the white part of the font size box in the Font Formatting
subtask menu to enter a value for the font size or click the
arrowhead to the right of the box in the Formatting toolbar
to view a list of font sizes available.
Font Style - Font style determines the emphasis or weight
that the letters have when they are displayed. Each font can
be displayed as bold, italicize, and underline.
Office Productivity Tools Part-I :: 77
1. Click on the Insert Table tab on the standard tool bar and
select table icon from the sub-task menu
2. Drag the mouse along the grid, highlighting the number of
rows and columns required for the table. And as you select
the number of rows and columns, accordingly the table will
get created on the document.
3. Alternatively select Insert TabTable from the sub-task
menu bar. Then select Insert Table options to display the
input screen for number of rows and columns the table will
have.
Fig. 4.5
Fig.4.6
Copying Text
Copying means to make a copy of the selected text and insert it
at another location, leaving the original text unchanged. To copy
text, follow the steps given below:
1. Select the text that will be copied.
2. Select HomeClipboard sub task menu command on the
menu bar, or click the Cut button on the standard tool bar,
or press CTRL+X keys. This will move the text to a
clipboard.
3. Choose HomeClipboard sub task menu command on the
menu bar, click the Copy button on the standard toolbar,
or press CTRL+C keys to copy the text to the clipboard.
Moving Text
Moving text means to remove (cut) the selected text from one
location and insert (paste) it at another location. To move text
follow the steps given below:
Page Margins
There are two methods by which you can change the page
margins of your document: (a) using ruler and (b) using Page
Setup dialog box.
1. Move the mouse over the area where the white ruler
changes to grey
2. When the cursor becomes a double-ended arrow, click with
the mouse and drag the margin indicator to the desired
location.
3. Release the mouse when the margin is set.
(b) Using Page Set-up Dialog Box
The margins can also be changed using the Page Setup dialog
box:
Select Page Layout Tab and click on the command on the
menu bar and choose the Margins button under Page
Setup sub task group to display the margin dialog box .
Fig 4.7
3. Type the heading in the Header box. You may use many
of the standard text formatting options such as font face,
size, bold, italics, etc.
Similarly you can select the designated command for Footer and
customized it as per requirement.
Fig. 4.8
Fig 4.10
The Mail Merge Wizard menu will appear on the screen. This
will help you to create mail merge documents in customised step
manner.
When you select Letters type, you can use this letter to send to a
group of people with a personalised letter that is received by
different people in that group with different address. Select
Letters from the options given in the Select Document type box
and click on the “Next: Starting document” located on the lower
end of the Wizard dialog box to move to the next step.
(a) (b)
Fig. 4.11
15 January 2011
To
Dear,
We are happy to inform you that you have been admitted for the course Certificate
in Data Entry Operations offered by NIOS. Your enrollment number is ___ Quote
this number for all your correspondence with the School or writing assignments
or writing term examinations.
Director (Vocational)
NIOS
NOIDA
Fig. 4.12
Fig. 4.13
a Mail Merge letter which you have created earlier might require
that you have the following fields in address list of students as
data source: Name, Address1, Address2, City, State, and PIN
Code.
Merging Documents
Once if you have created your main document and data source
document, the next two steps in mail merge are to insert merge
88 :: Computer and Office Applications
fields in the main document and then merge data in the main
document.
To merge the fields in the main document you may have to do
some editing in the main document. Follow these steps as
defined:
1. Click on the location of your letter where you want the
addresses to be displayed and then
2. Select Address block option on the dialog box displayed
in step 4 of the Mail Merge Wizard. The Mail Merge Wizard
displays the Insert Address Block dialog box.
3. Using Insert Address Block you can select the individual
address field to be inserted into the main letter.
4. After you complete the main document and insert all of the
merge fields, click on the Office Button and select Save As
option. Now select “Word Document” to save the file as a
Word 2007 document or Select “Word 97-2003 Document”
to save it as Word 97 or 2003 compatible ducument. Name
the document, and then click Save. Now your main
document will work as merge document.
Merging the Data into the Main Document
Merging the data into the main document is the last step of the
Mail Merge Wizard. Click on the << or >> button to display the
preview of the main letter with address data before you close the
merge document and take the printout of the letter. Once
finished click on the “Next: Complete the Merge” option on the
dialog box to complete the merging process.
Starting Spreadsheet
1. Click on the Start button
2. In the menu click All Programs -> Microsoft Office->
Microsoft Office Excel, 2007.
Microsoft
Fig 4.14
4.19 WORKSHEET
Active Cell
Information is created in
Excel in a worksheet and Ribbon
Column Headings
is saved in a file called a
workbook. Each Excel file
is a workbook that can
hold many worksheets.
The worksheet is a grid of
columns (designated by
let ters) and rows
(designated by numbers).
The letters and numbers
of the columns and rows
(called labels) are
displayed in grey buttons
across the top and left side
of the w orksheet. The
intersection of a column
and a row is called a cell.
Data is entered into a cell. Row Headings
Worksheet Vertical Scroll Bar
Tab Scroll
Horizontal
Columns are lettered from Buttons
Sheet Tab Scroll Bar
A to Z, AA to AZ, BA to BZ
and so on. Similarly Rows Fig.4.16
are numbered 1, 2, 3, and
so on. A column letter and
a row number together identify a cell which is called cell address.
92 :: Computer and Office Applications
Fig. 4.17
Fig.4.18
94 :: Computer and Office Applications
Fig. 4.19
96 :: Computer and Office Applications
When you paste copied data, you can do any of the following:
Convert any formulas in the cell to the calculated values
without overwriting the existing formatting.
Paste only the cell formatting, such as font color or fill color
(and not the contents of the cells).
Paste only the formulas (and not the calculated values).
1. Select the cell or range of cells that contains the values, cell
formats, or formulas that you want to copy.
2. On the Home tab, in the Clipboard group, click Copy.
3. Select the upper-left cell of the paste area or the cell where
you want to paste the value, cell format, or formula.
4. On the Home tab, in the Clipboard group, click the arrow
below Paste, and then do one of the following:
To paste values only, click Paste Values.
To paste cell formats only, click Paste Special, and then
click Formats under Paste.
To paste formulas only, click Formulas.
Drag and Drop method of moving cells
If you are moving the cell contents only a short distance, the drag-
and-drop method may be easier. Simply drag the highlighted
border of the selected cell to the destination cell with the mouse.
Office Productivity Tools Part-I :: 99
4.27 PRINT
To print the worksheet, select Print from Office Button. Print dialog
box appears with the following:
1. Print Range - Select either all pages or a range of pages to
print.
2. Print What - Select selection of cells highlighted on the
worksheet, the active worksheet, or all the worksheets in
the entire workbook.
3. Copies - Choose the number of copies that should be
printed. Check the Collate box if the pages should remain
in order.
4. Click OK to print.
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the updated results with no extra efforts on the part of the user.
There is a new feature introduced by Excel 2007, which enables
you to create formulas which use columns names from a table,
when you are working with table. This feature helps the user to
make formulas much easier to read.
Entering Formulas
A formula can have any or all of the following elements
Must begin with the ‘equal to’ = sign.
Mathematical operators, such as + (for addition), – (for
subtraction), * (for multiplication) and / (for division) and
logical operators such as < (less than) or > (greater than) etc.
References of cell (including named ranges and cells)
Text or Values
Functions related to the worksheets, for example SUM or
AVERAGE
The current cell in which you have entered a formula will display
the result after the formula is completely entered. Also, when you
select or click on a cell which is having some formula, the formula
will appear in the formula bar.
In Excel 2007, the formulas are available in the Formulas Tab. If
you click on the Formulas tab, you can see the corresponding
ribbon display with available formulas, as shown in Figure 4.20
Fig. 4.20
Fig. 4.21
Copying a formula
Just drag the handle and bring down to cover the remaining cells
in the column total. This will automatically copy the formula and
calculate the corresponding sum of the respective rows of the
other students.
The alternate way of copying a formula is:
1. Activate source cell.
Office Productivity Tools Part-I :: 103
Order of Operations
Excel 2007 follows a set of rules when applying operators in a
formula. Working from the first calculation to the last, Excel 2007
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Examples of formulas
Some examples of formulas are given as follows:
If A1 = 2, B1 = 3, C1 = 4, D1 = 5 then
(i) = B1 * C1 will give result as 3 * 4 = 12
(ii) = A1 * B1 – C1 + D1 will give result as 2 * 3 – 4 + 5 = 7
(iii) = ((A1 * B1) + C1)/D1 will give result as ((2 * 3) + 4)/5
= (6 + 4)/5 = 10/5 = 2
4.29 FUNCTIONS
Functions are the built in formulas used to perform calculations
in Excel on specific values called the arguments. Structure of a
formula utilizing a function begins with the equal to sign =
followed by the name of the function, and then the arguments.
Functions which are used frequently such as SUM function are
made available in the form of buttons in the Home tab.
The sum of cell values can also be done with the help of AutoSum
function.
Fig. 4.22
Apart from sum there are other functions also, like average, Count
Numbers, Max, Min and many other Functions.
4.30 CHARTS
Charts allow you to present data entered into the worksheet in a
visual format using a variety of chart types. Before you can make
a chart, you must first enter data into a worksheet. Formatted
charts come in various types ranging from columns, line, pie, area,
scatter and others. Charts can be placed in the same worksheet
as the data or it can be inserted into its own sheet. To create a
chart, first-select the cells containing the data, you want to put
into chart and then choose chart type.
new chart or can change the existing chart, from the wide range
of chart.
Column Charts
Line Charts
Pie charts
Bar Charts
XY (Scatter) charts
There are three locations where the Excel 2007 formatting tools
are available.
108 :: Computer and Office Applications
Fig. 4.23
from the Type box. If the field is a time, select “Time” from the
Category box and select the type in the right box. Date and time
combinations are also listed. Press OK when finished.
Fig. 4.24
Fig. 4.25
(b) Steps to AutoFit Columns
Click on Column Header/or any other cell in the column
to change its width.
Click Home tab.
Select format from the cells group on the ribbon.
(a) Format cells dialog box offers you more option than
the alignment buttons on the formatting toolbar.
(b) If you want only to clear the contents of the cell, select
the cell and press Delete key.
(c) If the field is a time, select “time” from the category
box of Format cells dialog box.
(d) To unhide the column Right click on the selected
column and then select unhide from the pop up
menu.
(e) Autofit option is used to fit the worksheet in the
workbook.
(f) The use of Scrollbars is set margins in a document.
Office Productivity Tools Part-I :: 111
2. (b)
3. (c)
4. (b)